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NOTICE TO CONTRACTORS

NOTE: Below are generalized items and may need to be edited to make them more project specific.

Remove items that do not apply to the project, prior to submittal to Finance.

1. Statement of Scope of Work

The City is soliciting formal bids for the Construction Base Bid to remove existing ADA deficient curb ramps, and construct parallel directional curb ramps, and diagonal parallel curb ramps throughout Nicklaus Dr from Lakeview Way to Panorama Heights Dr. Construction includes the replacement of the curb ramps and portions of valley gutter as required and ramps reconstruction to meet current ADA requirements as shown on the plans, and within the NMDOT ADA Pedestrian Standard Details. Public Coordination Letters will be delivered to any business before work at their access entrance following the Public Notice and Communication Requirements, Classification “D.”

Vendor shall submit working red line drawings/As-Builts, following the format and method stated in the Development Process Manual (DPM) Chapter II.7 Revised for Public

Works (Separate Document), to the Project Manager or Project Inspector on a monthly basis in order to obtain payment.

2. Standard Specifications The Standard Specifications for the Project are: the City of Rio Rancho Construction Standard

Specifications; the New Mexico Standard Specifications for Public Works Construction, Current Edition, as amended and published by the New Mexico Chapter of the American

Public Works Association (NMAPWA); the New Mexico State Department of Transportation

(NMDOT) Standard Specifications for Highway and Bridge Construction, Current Edition, as amended and published by the NMDOT; the City of Rio Rancho Standard Details and

Specifications for Roads, Drainage, Traffic, Water, and Wastewater; and the City of Rio

Rancho modifications to various NMAPWA Sections. Copies of the NMDOT Standard

Specifications for Highway and Bridge Construction may be obtained online here . Copies of the City of Rio Rancho Standard Details and Specifications, and NMAPWA modifications may be obtained online here . The City will utilize Supplemental Condition - SC 3.03.B.2 of the

Standard General Conditions of the Construction Contract prepared by the Engineer's Joint

Contract Documents Committee (EJCDC) to determine order of precedent for dealing with conflicts.

3. Project Schedule

a. Legal Advertisement: March 23, 2026

b. Question Deadline: April 3, 2026 by

c. Addendum Deadline: April 10, 2026

d. Bid Submission Deadline: April 23, 2026 by

4. Requirement of Vendor Registration with the City of Rio Rancho’s Purchasing Office The awarded vendor must have a current registration with the City of Rio Rancho for the

Purchasing Office to issue a Purchase Order on any project. If the Bidder is not currently registered, a completed Vendor Registration Form and W9 must be completed and submitted to the Purchasing Office. Contractors can find these forms and additional https://dot.state.nm.us/content/nmdot/en/Standards.html https://www.rrnm.gov/StandardsAndSpecs

P a g e 2 information regarding Vendor Registration at the following web address here. Contractors may also contact the Purchasing Office to check their vendor registration status.

5. Prequalification for Bidders

Contractors and subcontractor shall be prequalified pursuant to the NMDOT prequalification process prior to bid submission. This information can be found on the NMDOT website by clicking here.

The Prime Contractor must be prequalified prior to bidding on this project. All subcontractors working for the Prime Contractor must be prequalified before they begin work on the project.

6. Determination of Notice to Proceed Date Determination of the Notice to Proceed date is at the City of Rio Rancho's sole discretion.

The project contains items that potentially have long lead times. The notice to proceed will be based on the accepted baseline schedule. The Contractor shall be required to submit the material submittals as close to contract execution as possible and order the materials. If there are long lead times for material delivery, the Contractor shall show the anticipated delivery dates in the baseline schedule.

7. Americans with Disabilities Act (ADA) Compliance All Americans with Disabilities Act (ADA) Construction Inspection forms must be completed and delivered to the Project Inspector and Project Manager before requesting payment on these items.

8. Public Notice and Communication Requirements Acquisition and completion of any items required by the selected Classification Projects below are incidental to specification number 618011 – Public Awareness. Any signage listed in the Classification Projects below is for public notification and is not considered a Traffic

Control Device or Traffic Control.

The Contractor shall be required to notify the Rio Rancho Fire, Police, Emergency Medical responders, Waste Management, Rio Rancho Public Schools, the United States Postal

Service, etc. as work progresses and access changes.

• RRPD – Richard Koschade rkoschade@rrnm.gov

• RRPD – Scott Pope spope@rrnm.gov

• RRPD – Nick Army narmy@rrnm.gov

• RRFR – Brian Johnson bjohnson@rrnm.gov

• RRFR/EMS – Chris Mandeville- cmandeville@rrnm.gov

• RRPS – Nick Brook Nicholas.brook@rrps.net

• RRPS – Tony Gonzales tony.gonzales@rrps.net

• RRPS – Karen Ramirez karen.ramirez@rrps.net

• RRPS – Wyndham Kemsley wyndham.kemsley@rrps.net

• RRPS – Stephen Castillo stephen.castillo@rrps.net

• RRPS – Richard Valenzuela richard.valenzuela@rrps.net

• Waste Management – Dan Darnell ddarnell@wm.com

• USPS – Melissa Keeren Melissa.a.keeran@usps.gov

• USPS – Generic email 87124rioranchoNM@usps.gov

• Comcast/Xfinity – Ronald Phillips – Project Manager ronald_phillips2@comcast.com https://www.rrnm.gov/VendorForms https://www.dot.nm.gov/highway-operations-program/operations-support-division-director/construction-civil-rights-bureau/prequalification-requirements/ mailto:rkoschade@rrnm.gov mailto:spope@rrnm.gov mailto:bthacker@rrnm.gov mailto:jawenzel@rrnm.gov mailto:cmandeville@rrnm.gov mailto:Nicholas.brook@rrps.net mailto:tony.gonzales@rrps.net mailto:karen.ramirez@rrps.net mailto:wyndham.kemsley@rrps.net mailto:stephen.castillo@rrps.net mailto:richard.valenzuela@rrps.net mailto:ddarnell@wm.com mailto:Melissa.a.keeran@usps.gov mailto:87124rioranchoNM@usps.gov mailto:ronald_phillips2@comcast.com

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• Comcast/Xfinity – Anthony Perez – Construction Manager anthonyl_perez@comcast.com

• Ezeefiber – Aaron Apenbrinck – Director of Construction aaron.apenbrinck@ezeefiber.com

• Sandoval County – Mark Hatzenbuhler mhatzenbuhler@sandovalcountynm.gov

• CORR – Peter Wells pwells@rrnm.gov

• CORR – Jaley Turpen jturpen@rrnm.gov

• CORR – Jessie Gilliam jgilliam@rrnm.gov

Classification D Communication is typically little to no time to provide advanced notice, but will include:

verbal, website, and social media (when applicable).

Verbal Communication: When a project is in the early stages, design or inception, and throughout construction, contact should be made with residents and businesses affected in order to establish a relationship and inform them about the upcoming project, progress, and delays. Those residents or businesses affected by the project may choose to be added to the log of stakeholders to receive updates about the project as it progresses.

Website and Social Media: Projects will have a posting on social media and the website if work will last longer than six (6) hours (not including emergency water main repairs, unless they last over twelve (12) hours).

9. Property Owner Access The Contractor shall be solely responsible for maintaining access to those properties whose primary access is on Nicklaus Dr from Lakeview Way to Panorama Heights Dr. This access shall be maintained regardless of closure status. In the event that a property owner is not notified within the specified time as indicated on Public Notice and Communication

Requirements Classification shown, a fee will be charged pursuant to Rio Rancho Municipal

Code, Chapter 96.08(B)(8).

10. Traffic Control The Contractor shall submit, a minimum of five (5) business days before the requested start of construction in the affected area, a detailed Traffic Control Plan for review and approval.

This plan must be submitted to the Department of Public Works’ Engineering Division’s

Traffic Section at PWCIPTRAFFICPERMITS@rrnm.gov with a copy to the designated Project

Manager. Traffic Control Plans shall conform to City Ordinance – Chapter 96: Use of Public

Right-of-Way, and the Capital Improvement Right-of-Way Permit can be obtained here. No work can begin until approval is obtained from the Traffic Section or other agencies as applicable.

If the Traffic Control Plan includes the closing of access to residences, businesses, or is to address a utility impairment; then the Project Classification designation from the Public

Notice and Communication Requirements will supersede the above minimum notification requirements. In the event of an emergency situation, the Traffic Control Plan shall be submitted as soon as practicable with documentation of the emergency.

A Traffic Control Log Book must be maintained throughout the project duration, and submitted to the City of Rio Rancho at the project closeout. The log book, as well as hard copies, will also be provided to the City Inspectors for biweekly review.

mailto:anthonyl_perez@comcast.com mailto:aaron.apenbrinck@ezeefiber.com mailto:mhatzenbuhler@sandovalcountynm.gov mailto:pwells@rrnm.gov mailto:jturpen@rrnm.gov mailto:PWCIPTRAFFICPERMITS@rrnm.gov https://www.rrnm.gov/CIPROW

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A signature sample from the Traffic Control Supervisor (TCS) and a copy of their TCS

Certification is required before commencement of construction. If the Traffic Control

Supervisor changes during construction, a new signature sample of the new Traffic Control

Supervisor and Certification is required before work can continue.

All existing signs need to be recorded/tracked in an Existing Permanent Signing Log, even if they will not be removed, covered, or relocated.

11. Material Testing and Quality Control for New Mexico Department of

Transportation (NMDOT) Specification Items Quality Control Contractor Testing shall comply with the NMDOT’s T/LPA Minimum Testing

Requirements for NMDOT Bid Items. The Contractor's Testing lab shall be independent of the testing lab performing Quality Assurance testing on behalf of the owner in accordance with the NMDOT T/LPA Minimum Testing Requirement’s Table. All material incorporated but not limited to subgrade, asphalt, base course, concrete, backfill, pipe, and utility backfill shall be tested. A copy of the NMDOT’s T/LPA Minimum Testing Requirements can be obtained by clicking here. A copy of the NMDOT’s T/LPA Minimum Testing Requirements are included in the contract documents. The Contractor shall prepare a Quality Control Plan to be submitted and reviewed as part of the project submittal process. Quality Control Plans and material testing are paid under item 902100 – Contractor Process Quality Control. The

Contractor shall provide all testing reports as they become available, and no payment will be made for bid items on the pay application until satisfactory test results are received. No payment for materials testing will be made until the Quality Control plan is received and approved.

12. Construction Water Meter Construction water meters shall be obtained by the Contractor from the City of Rio Rancho’s

Utility Department - Customer Services Division. Acquisition of the water meter and cost of water will be incidental to the specification number 621000 – Mobilization to the project.

13. Construction Staking and Record/As-Built Construction Drawings The Contractor shall furnish all construction staking and surveys required to construct the project in accordance with the bearings, distances, and coordinate points specified in the drawings. The Contractor shall be responsible for furnishing the City with as-built survey information/record documents for construction work performed per Chapter II.7 of the City of Rio Rancho's Development Process Manual (DPM) Revised for Public Works and the

Supplementary Conditions 4.05.B. As-built survey information/record documents shall be considered incidental to the specification number 621000 – Mobilization.

14. Project Closeout The Contractor shall represent the faithful final completion of the work, including but not limited to correction of incomplete or deficient items identified in the final inspection; final cleaning and removal of temporary facilities and controls; preparation and delivery of operation and maintenance manuals, record drawings, and other project records and documents; completion of all required demonstrations and training; completion of all close-out submittals; and all other close-out procedures and requirements, if any, required for the Project. The construction close-out submittals shall be in accordance with the City of

Rio Rancho Development Process Manual.

The Final Payment Application shall contain the following: Evidence of Completed

Operations Insurance, Consent of the Surety to Final Payment, Certificate of Payment of

Claims, Release of Liens (General and Sub-Contractors), Affidavit of Wages Paid, Copy of

Certification of Substantial Completion, and Copy of Certificate of Final Completion. Final https://www.rrnm.gov/4129/Construction-Contractor-Forms

P a g e 5 payment may not be made if lacking the aforementioned required documents. The documents required to close-out the project shall be incidental to Bid Item No. 621000 –

Mobilization and no additional payment will be made to the Contractor. The Contractor shall represent the faithful final completion of the work, including but not limited to correction of incomplete or deficient items identified in the final inspection; final cleaning and removal of temporary facilities and controls; preparation and delivery of operation and maintenance manuals, record drawings, and other project records and documents; completion of all required demonstrations and training; completion of all close-out submittals; and all other close-out procedures and requirements, if any, required for the Project.

16. Other A. The detectable warning surface shall be red brick in color.